Financial Proxy Administrator

Adecco is currently hiring a Financial Proxy Administrator for an exciting opportunity supporting shareholder meeting services, proxy voting administration, and corporate governance processes in Richmond Hill, ON. This position is ideal for detail-oriented professionals who enjoy working with numbers, deadlines, and complex administrative processes.

As a Financial Proxy Administrator, you will play a key role in supporting Annual and Special Shareholder Meetings by processing proxy votes, reconciling voting records, maintaining meeting accuracy, and ensuring all proxy-related activities are completed accurately and on schedule.

• Pay Rate: $23/hour

• Location: Richmond Hill, ON

• Shift: Monday to Friday | 8:30 AM – 5 PM | Hybrid 3 days a week in the office

• Job type: Temporary 13 months | Full-time

• Vacancy Status: This posting is for an existing vacancy.

Here's why you should apply:

• Paid weekly accurate and on time

• Strong health and safety programs

• Medical and dental benefits once qualified

• Free training programs

• New and quicker onboarding process

Responsibilities:
Proxy Voting & Meeting Administration

• Process and tabulate shareholder proxy votes received by mail, phone, internet, and electronic channels.

• Track and reconcile registered, street, and plan votes to ensure meeting accuracy.

• Process incoming voting files from external stakeholders and intermediaries.

• Ensure all proxy cards and voting instructions are recorded accurately.

• Verify vote counts and ensure shareholder meetings remain in balance.

• Generate proxy, voting, and tabulation reports as required.

Data Processing & Reporting

• Maintain accurate records of voting activity and meeting transactions.

• Enter and manage data within proprietary systems and databases.

• Monitor incoming files and ensure timely processing of voting information.

• Support reporting requirements for internal teams and external stakeholders.

• Identify discrepancies and assist with issue resolution.

Client Service & Operations

• Collaborate with internal teams, relationship managers, trustees, and stakeholders.

• Provide support during Annual and Special Shareholder Meeting periods.

• Manage multiple priorities in a high-volume, deadline-driven environment.

• Support process improvements and operational efficiency initiatives.

• Assist with additional administrative and operational responsibilities as assigned.

Qualifications and Skills:

• High school diploma, GED, or equivalent combination of education and experience.

• Minimum 2 years of experience in administration, operations, financial services, banking, shareholder services, transfer agency, or a high-volume processing environment.

• Strong data entry, numerical, and analytical skills.

• Exceptional attention to detail and accuracy.

• Experience working under tight deadlines and managing competing priorities.

• Strong communication and stakeholder management skills.

• Proficiency with Microsoft Office, including Excel, Word, and databases.

• Ability to work independently and as part of a team.

• Experience with proxy voting, shareholder meeting administration, or securities operations is considered a strong asset.

• Knowledge of virtual or hybrid meeting platforms is an asset.

• Flexibility to work evenings, weekends, and extended hours during peak proxy season as required.

• Must be legally eligible to work, and reside in Canada

Are you interested in this position? Apply now! Our dynamic team of recruiters will reach out if you qualify for this role.

At Adecco our purpose is simple: to make the future work for everyone. We live our values, Passion, Collaboration, Inclusion, Courage, and Customers at Heart, by fostering a workplace where diversity is celebrated and every voice matters. We encourage applications from individuals of all backgrounds and identities. Together, we’re making the future work for everyone.

Please reach out to learn how the Aspire Academy can upskill you into your next role.

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